Executive Assistant

Express Employment Professionals - Ottawa East; Ottawa; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Health and dental benefits

RRSP employer match

Long-Term Disability (LTD)

Life insurance

Employee Assistance Program (EAP)

2 weeks vacation

Paid office closure between Christmas

Job summary

Express Employment Professionals - Ottawa East is seeking a Bilingual Executive Assistant to support the CEO and Vice President in Ottawa's East End. The role includes managing calendars, coordinating communications, and arranging travel for executives and a national sales team of ~17 representatives.

Strong bilingual skills and MS Office proficiency are required. The position offers a comprehensive benefits package and opportunities to contribute across departments, with a focus on discretion

Qualifications

• Fluent bilingual in English and French (written and verbal).
• Experience managing calendars, scheduling meetings, and coordinating travel.
• 3–5 years of experience supporting senior executives is preferred.
• Strong organizational, multitasking, and prioritization skills.
• Draft, review, edit, and translate correspondence, reports, and presentations.

Responsibilities

• Manage and maintain executive calendars, including meetings and travel.
• Serve as primary contact for executives, handling communications professionally.
• Monitor and prioritize inboxes; respond and route inquiries as needed.
• Screen calls and visitors; ensure timely follow-up and escalation when needed.
• Draft, edit, and distribute correspondence, reports, and presentations.
• Coordinate information flow between executives, departments, and external stakeholders.
• Arrange travel, itineraries, and expense reports for the executive team.

Skills

Bilingual English/French

Calendar management

Travel coordination

Executive support

MS Office

Draft/Translate

Discretion & confidentiality

Communication management

Independent work

Job description

Due to an upcoming retirement, our client, a leading manufacturer serving the construction industry in Ottawa's East End, is seeking a Bilingual Executive Assistant to support the CEO and Vice President. This key role will be responsible for managing executive calendars, coordinating communications, and providing high-level administrative support. The successful candidate will also oversee travel arrangements for the executive team, vice presidents, and a national sales team of approximately 17 representatives, particularly in support of regional meetings and company events.

Required skills and qualifications:

• Fluently bilingual in English and French (written and verbal)
• Experience managing calendars, scheduling meetings, and coordinating travel
• 3-5 years of experience providing administrative support to senior executives is preferred
• Strong organizational, multitasking, and prioritization skills
• Ability to draft, review, edit, and translate correspondence, reports, and presentations
• Advanced proficiency with Microsoft Office Suite
• Strong attention to detail and accuracy
• Ability to work independently, take initiative, and require minimal supervision
• Adaptable and able to work effectively with a variety of personalities
• Professional, discreet, and capable of handling confidential information

Duties may include, but are not limited to:

• Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements
• Serve as the primary point of contact for executives, handling internal and external communications professionally
• Monitor and prioritize inboxes, responding to correspondence and directing inquiries as required
• Screen incoming calls and visitors, ensuring timely follow-up and appropriate escalation when necessary
• Draft, edit, and distribute correspondence, reports, presentations, and other business documents
• Coordinate communication and information flow between executives, departments, and external stakeholders
• Arrange travel accommodations, itineraries, and expense reporting for executive team members
• Prepare and compile weekly vehicle usage and reporting data for sales representatives and directors
• Administer and track the annual customer rebate program, ensuring accuracy and timely processing
• Order and maintain inventory of promotional products, marketing materials, and business cards
• Organize meetings, prepare agendas, record meeting notes, and follow up on action item
• Maintain confidential records, files, and documentation with a high level of discretion
• Support special projects and provide general administrative assistance to the leadership team as required
• Ensure office administrative processes are efficient, organized, and aligned with company standards

Benefits and Perks:

• Positive, team-oriented workplace with a great company culture
• Diverse and engaging role with exposure to all areas of the organization
• Competitive health and dental benefits package
• Employer-matched RRSP program
• Long-Term Disability (LTD) coverage
• Life insurance coverage
• Employee Assistance Program (EAP)
• Two (2) weeks of vacation
• Paid office closure between Christmas and New Year's

Salary: $55,000 to $75,000 per year depending on experience

Monday – Friday – 8:00am – 5:00pm with a 1 hour lunch

Express Employment Professionals is an Equal Opportunity Employer.

Our selection process includes AI-enabled tools for screening based on keywords and minimum qualifications. A human decides who moves forward.